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Reimbursement Criteria

• Total personal reimbursement amount must be less than $1,000.
  Buying an item out of personal funds and then submitting a Direct Payment request for reimbursement does contain an element of risk. Purchasing more than $1000 worth of goods and/or services for your office from your own personal funds is not advised. We have had too many instances where departments have circumvented Purchasing and have not been able to reap the advantage of competitive CSU bid and/or contract prices for these items. Reimbursements should only be submitted for nominal expenses.
• Reimbursements will not be approved if items purchased are listed on our Standard Exclusions list.
  There are products and services that are on the Standard Exclusions list that do not qualify for reimbursement. Reimbursement requests for these items will be denied.
• Reimbursements will not be granted for any type of service.
  Several campus departments have "hired" an individual to perform a service, paid them out of their own personal funds, then submitted a Direct Payment request for their own reimbursement. Since payment for service is reportable to the State as income earned by the service provider, we cannot reimburse a third party for having paid for the service initially. Please note this applies regardless of total dollar value.

Reimbursement Procedures

1. The person being reimbursed must complete and sign a Generic Invoice form (pdf).
2. The person being reimbursed must submit a receipt for the item(s) purchased.
3. Submit both the Generic Invoice form and receipt(s) to Purchasing with an Employee/Student Reimbursement Voucher request.
   • Checks are mailed to the employee's home (not work) address 5 business days from receipt of all required documentation. Check pickups are not allowed.
   • EFT reimbursements are processed and deposited directly into the employee's pre-approved bank account. To sign up, complete an Employee Reimbursement Direct Deposit Authorization (pdf).